[Your company name] presents

:

Microsoft Office ® Excel 2007 Training
Get started with ® PivotTable reports

®

Course contents
‡ Overview: Make sense out of data ‡ Lesson: Make your data work for you

The lesson includes a list of suggested tasks and a set of test questions.

Get started with PivotTable reports

Overview: Make sense out of data
Your worksheet has lots of data, but do you know what those numbers mean? Does the data answer your questions? PivotTable reports offer a fast and powerful way to analyze numerical data, look at the same data in different ways, and answer questions about it. In this short course you¶ll learn how PivotTable reports work and find out how to create one in Excel 2007.

Get started with PivotTable reports

Course goal ‡ Use a PivotTable report to analyze and summarize your data. Get started with PivotTable reports .

Lesson Make your data work for you .

Make your data work for you Imagine an Excel worksheet of sales figures. It lays out thousands of rows of data about salespeople in two countries along with how much they sold on individual days. They turn the data into small. concise reports that tell you exactly what you need to know. How can you get information out of the worksheet and make sense out of all of the data? Use PivotTable reports. It¶s a lot of data to deal with²listed in row after row and divided into multiple columns. Get started with PivotTable reports .

Fields summarize multiple rows of information from the source data. each column of source data becomes a field that you can use in the report. take a look at your Excel worksheet to make sure it¶s well prepared for the report.Review your source data Before you start to work with a PivotTable report. Get started with PivotTable reports . When you create a PivotTable report.

Review your source data The names of the fields for the report come from the column titles in your source data. a column that contains numbers should not contain text. In other words. Get started with PivotTable reports . The remaining rows below the headings should contain similar items in the same column. For example. numbers in another column. and so on. and dates in another column. text should be in one column. So be sure you have names for each column across the first row of the worksheet in the source data.

For example.Review your source data Finally. there should be no empty columns within the data that you¶re using for the PivotTable report. It¶s also best if there are no empty rows. blank rows that are used to separate one block of data from another should be removed. Get started with PivotTable reports .

Get started Here¶s how to get started with a PivotTable report. shown here. You use the Create PivotTable dialog box. click PivotTable. Get started with PivotTable reports . and then click PivotTable again. When the data is ready. On the Insert tab. 2. 1. click anywhere in the data. in the Tables group. The Create PivotTable dialog box opens.

shown here.Get started Here¶s how to get started with a PivotTable report. 3. 4. Get started with PivotTable reports . which you can change if you want. Click OK. You use the Create PivotTable dialog box. The Table/Range box shows the range of the selected data. The Select a table or range option is already selected for you.

and so on. This list shows the column titles from the source data. each title is a field: Country. Salesperson.PivotTable report basics This is what you see in the new worksheet after you close the Create PivotTable dialog box. On the other side is the PivotTable Field List. On one side is the layout area ready for the PivotTable report. Get started with PivotTable reports . As mentioned earlier.

To do this. Get started with PivotTable reports .PivotTable report basics You create the PivotTable report by moving any of the fields shown in the PivotTable Field List to the layout area. or right-click a field name and then select a location to move the field to. either select the check box next to the field name.

To start: How much has each person sold? Animation: Right-click. Excel then places each field in a default area of the layout. select the check boxes next to the Salesperson and Order Amount fields. you need data about the salespeople and their sales numbers. So in the PivotTable Field List.Build a PivotTable report Now you¶re ready to build the PivotTable report. and click Play. Get started with PivotTable reports . To get this answer. The fields you select for the report depend on what you want to know.

Get started with PivotTable reports . you need data about the salespeople and their sales numbers. The fields you select for the report depend on what you want to know. So in the PivotTable Field List. To start: How much has each person sold? To get the answer. Excel then places each field in a default area of the layout.Build a PivotTable report Now you¶re ready to build the PivotTable report. you¶ll select the check boxes next to the Salesperson and Order Amount fields.

correctly shows up in an area to the right. The data in the Order Amount field. Here are details. is displayed as rows on the left side of the report. The data in the Salesperson field (the salespeople¶s names). which does contain numbers.Build a PivotTable report The gray table at the illustration¶s far left provides a conceptual view of how the report will automatically appear based on the fields you select. which doesn¶t contain numbers. Get started with PivotTable reports .

Get started with PivotTable reports . regardless of the order in which you select them. Excel automatically puts them in the right place every time. Fields without numbers will land on the left. and fields with numbers will land on the right.Build a PivotTable report It doesn¶t matter whether you select the check box next to the Salesperson field before or after the Order Amount field.

the report doesn¶t have to be complex to be useful. With just two mouse clicks. Next. And here are a couple of parting tips on the topic. First. you can see at a glance how much each salesperson sold. Get started with PivotTable reports .Build a PivotTable report That¶s it. Excel makes it easy to try things out and see how data looks in different areas of the report. don¶t worry about building a report incorrectly. it¶s fine to stop with just one or two questions answered. PivotTable reports can offer a fast way to get a simple answer.

You use a report filter to focus on a subset of data in the report.See sales by country Now you know how much each salesperson sold. Canada and the United States. But the source data lays out data about salespeople in two countries. or a geographic region. So another question you might ask is: What are the sales amounts for each salesperson by country? To get the answer. Get started with PivotTable reports . a time span. often a product line. you can add the Country field to the PivotTable report as a report filter.

See sales by country By using the Country field as a report filter. The animation shows how to add the Country field as a report filter. click Add to Report Filter. Right-click the Country field in the PivotTable Field List. Animation: Right-click. and click Play. Get started with PivotTable reports . or you can see sales for both countries together. you can see a separate report for Canada or the United States. and take it from there.

Get started with PivotTable reports .See sales by country By using the Country field as a report filter. or you can see sales for both countries together. you can see a separate report for Canada or the United States. and then take it from there. To do this. right-click the Country field in the PivotTable Field List. click Add to Report Filter.

and click Play. This means you can find the sales by date for each salesperson. so there is an Order Date field on the PivotTable Field List. Animation: Right-click. Get started with PivotTable reports . View the animation to see how you can add the Order Date field to your report and then group the date data to create a more manageable view.See sales by date The original source data has a column of Order Date information.

you¶ll add the Order Date field to your report and then use the Grouping dialog box to group the date data and create a more manageable view.See sales by date The original source data has a column of Order Date information. This means you can find the sales by date for each salesperson. Get started with PivotTable reports . so there is an Order Date field on the PivotTable Field List. To find out.

Pivot the report Though the PivotTable report has answered your questions. So you can pivot the report to get a different view that¶s easier to read. Get started with PivotTable reports . moving rows to the column area or moving columns to the row area. and click Play. you transpose the vertical or horizontal view of a field. it takes a little work to read the entire report²you have to scroll down the page to see all the data. Animation: Right-click. It¶s easy to do. When you pivot a report.

you transpose the vertical or horizontal view of a field. It¶s easy to do. So you can pivot the report to get a different view that¶s easier to read. Get started with PivotTable reports . When you pivot a report. moving rows to the column area or moving columns to the row area. it takes a little work to read the entire report²you have to scroll down the page to see all the data.Pivot the report Though the PivotTable report has answered your questions.

Column Labels. called Report Filter. As the animation shows. Row Labels. Get started with PivotTable reports . Animation: Right-click. and Values. and click Play.Where did drag-and-drop go? If you prefer to build a PivotTable report by using the drag-anddrop method. there¶s still a way to do that. There are four boxes at the bottom of the PivotTable Field List. as you could in previous versions of Excel. you can drag fields to these boxes to create your report.

Get started with PivotTable reports . as you could in previous versions of Excel. There are four boxes at the bottom of the PivotTable Field List: Report Filter. Column Labels. The picture shows how you can drag the Order Amount field from the Column Labels to the Values box to add that field to the Values area of the report. and Values. there¶s still a way to do that. You can drag fields to these boxes to designate how the fields are used in the report.Where did drag-and-drop go? If you prefer to build a PivotTable report by using the drag-anddrop method. Row Labels.

Add a report filter. Sort the report. 6. Online practice (requires Excel 2007) Get started with PivotTable reports . Add currency formatting to the report. 8. Add a field to the report. 2. 7. 3.Suggestions for practice 1. 4. Create the PivotTable report layout area. Pivot the report. Change a heading name. 5. Create a PivotTable report.

False. (Pick one answer. Get started with PivotTable reports .Test question 1 After you build a PivotTable report. you can¶t change the layout. 2.) 1. True.

You can make changes as you go.Test question 1: Answer False. Get started with PivotTable reports . or just start over.

Get started with PivotTable reports .Test question 2 What are PivotTable fields? (Pick one answer.) 1. 3. The area where you pivot data. The PivotTable report layout area. 2. Columns from the source data.

Column headings from the source data become the names of the fields that you can use to build the PivotTable report. Each field summarizes multiple rows of information from the source data.Test question 2: Answer Columns from the source data. Get started with PivotTable reports .

False. you can tell which fields are already displayed on the report. Get started with PivotTable reports . True.) 1. 2. (Pick one answer.Test question 3 In the PivotTable Field List.

Test question 3: Answer True. Fields used on the report have a check mark beside them. Get started with PivotTable reports . and the names are in bold type.

Quick Reference Card For a summary of the tasks covered in this course. view the Quick Reference Card. Get started with PivotTable reports .

USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template. .

Sign up to vote on this title
UsefulNot useful